Standing Charges Procedures

Definition

The Standing Charges procedures, also called periodic invoices, are used to define and maintain details of standing charge agreements that Receivables AutoInvoice functionality uses to periodically generate invoices.

Overview

The following Standing Charges features are available:

Standing charge items

Standing charge agreements

Price history

Invoice history

Global price update

Payment Instrument

Generating invoices periodically based on the interval and criteria specified for the standing charge agreements

Use the Standing Charge Items window to define periodic items for goods and services and to access the Price History window for a specific item.

Use the Standing Charge window to maintain details of a customer's standing charge agreements. Details can be set up that are consistent with the batch source. These are used for the automatic generation of periodic invoices for services that are charged on a regular basis, for example, weekly or monthly. Users can select the standing charge items predefined with the flexibility to override the charge item defaults.

The Standing Charges window provides access to the Price History window, which displays each standing charge detail line, and the Invoice History window, which displays the invoices generated to date for each standing charge.

The Price History window displays information about item price changes and also provides access to the standing charges summary window which displays information about standing charges that use the item.

If a price update record selected in the Price History window is created by the global price update process, then all affected standing charges that use the charge item updated by the price update can be viewed.

The Invoice History window displays information about invoices generated for a standing charge agreement.

Use the Global Price Update window to specify the global price update criteria and view all the charge items and the standing charge lines affected by the update criteria. When specifying the global update criteria, the user can preview the results and optionally deselect any of the selected charge items before the final update is confirmed.

Note: Only one price break can be in effect during the current or future periods.

Use the Payment Instrument window to define payment details for the standing charge agreement. The fields here are the same as in the Oracle Receivables Workbench. This allows uniformity in representing payment details across modules. This window allows you to add security codes and voice authorization details; the information is stored in an encrypted form, enhancing security for the application.

Prerequisites

Standing Charges must be enabled in the Enable OPSF(I) Features window.

Note: The Standing Charges window shows data only if changes to the price are made globally. If the standing charge line details override the price details, then the line details are displayed and audited separately.

Note: When entering a new standing charge, the status defaults to INCOMPLETE. Invoices are only generated from a standing charge when the status is set to ACTIVE. When invoices are generated from a standing charge, the status can never be returned to INCOMPLETE, but can be set to CLOSED to indicate that the standing charge is no longer active. The status can be changed from CLOSED to ACTIVE or ACTIVE to CLOSED at any time.

Batch Source

import batch source used to group generated invoices; cannot be modified after invoices generated from standing charge

Note: The Batch Source list of values includes the operating unit associated with each batch source name. After selecting a batch source, the Standing Charge window displays the associated operating unit.

Legal Entity

defaults to the legal entity that is attached to a batch source; can override the default legal entity.

transaction type used for invoices to be generated from a standing charge; cannot be modified after invoices generated from standing charge

Note: Standing charges only allows selection of transaction types of the Class of Invoice.

End Date

date standing charge agreement ends; no standing charge invoices generated for periods after this date; can be modified after invoices generated from standing charge

Name

ship-to customer name; can be modified following generation of invoices from standing charge but only if the Name field is blank

Number

ship-to customer number; can be modified following generation of invoices from standing charge but only if the Name field is blank

Address

ship-to customer address; details can be entered if Ship To field is blank; can be modified following generation of invoices from standing charge

Contact

contact name at ship-to address; can be modified following generation of invoices from standing charge; if the Address field is updated, the Contact field is automatically cleared, enabling users to choose a new contact related to the new address

Salesperson

salesperson; can be modified following generation of invoices from standing charge

Name

bill-to customer name; can be modified following generation of invoices from standing charge

Number

bill-to customer number; can be modified following generation of invoices from standing charge

Address

bill-to customer address; can be modified following generation of invoices from standing charge

Contact

contact name at bill-to address; can be modified following generation of invoices from standing charge; if the Address field is updated, the Contact field is automatically cleared, enabling users to choose a new contact related to the new address

number of days before end date when standing charge reported as nearing its end date; displayed in Standing Charges: Listing Report as reminder that standing charge is about to end; can be modified after invoices generated from standing charge

Print Invoices

indicates if standing charge invoices to be printed; can be modified

Currency

displays functional currency

Payment Terms

payment term for invoices created by standing charges

Payment Method

invoice payment method; can be modified after invoices generated from standing charge

Note: Only the payment method that is defined for the bill-to address of the customer can be chosen. Only payment methods that are valid for the Next Due Date are available.

Charge Details Window Description, Main Tab

Charge Details Window Description, Main Tab

Field Name

Description

Seq.

unique sequential item number in standing charge agreement; duplicate number for same standing charge not allowed; can enter multiple charge lines against one standing charge; cannot be modified after saving standing charge

Item

item name; items restricted to those that are active for standing charge next due date; cannot be modified after invoices generated from standing charge

Note: When a charge item is selected, the charge period, current and revised price, effective dates, description, and revenue account are set to the default values defined in the Charge Items window. These defaults can be overridden.

Charge Details Window Description, Price Tab

date current price effective; must be on or before the standing charge date; current price automatically updated using information defined for new price

New Price

charge item's revised price; can be modified after invoices generated from standing charge

Effective From

date revised price effective; can be modified after invoices generated from standing charge

Previous Price

charge item's previous price

Price History

opens Price History window

Charge Details Window Description, Accounting Tab

Charge Details Window Description, Accounting Tab

Field Name

Description

Revenue Account

charge item’s revenue account; defaults based on charge item if account set up for charge item; generated for invoices by AutoAccounting if no account entered; can be modified after invoices generated from standing charge

Note: This is required if a receivables account is entered.

Receivables Account

charge item’s receivable account; defaults based on transaction type if account set up for transaction type; generated for invoices by AutoAccounting if no account entered; can be modified after invoices generated from standing charge

Note: This is required if a revenue account is entered.

Accounting Rule

accounting rule applied to invoices created by standing charges

Note: This is required if an invoicing rule is used for the standing charge.

Start Date

first date invoice created by standing charges

Note: This is required if an invoicing rule is used for the standing charge.

date price update effective; must be later than or same as current system date

Change Amount

amount to change price of charge item

Change Percentage

percentage to change price of charge item

Option

indicates if standing charge line items that fall within update criteria are updated: All, price update affects charge item and all standing charge lines having that item; Default, price update affects charge item and standing charge lines that have the current price of the charge item; None, price update affects charge item only and not standing charge lines